PA - Intellectual Property

This wonderful intellectual property department of a well-known company based in the heart of London is seeking a dynamic, hardworking and experienced IP PA to support three fantastic in-house Lawyers!

Duties are listed below – if this sounds like to role for you then please send your CV to me asap!!

Key Responsibilities:

Diary management, including organising meetings and appointments (including coordinating with team members in different time zones).

Coordinate and book travel and accommodation arrangements and relevant expenses.

• Use electronic diaries to arrange meetings, conference calls.
• Organise and prioritise workload.
• Ensure that documents are produced quickly and accurately, contracts, letters, e-mails, tables, reports and presentations from precedents and/or from scratch.
• Monitoring team inboxes.
• Responsible for visitors to the department and recording and passing on of accurate messages.
• Manage hard copy filing, e-filing and the archiving and retrieval of documents as and when required.
• Take responsibility for ensuring all work is completed with effective team working where appropriate.
• Assisting with the creation of PowerPoint presentations and visuals, including assistance with putting together regular reports.
• Maintaining and updating data within the contact and digital databases.
• Ordering stationery as required.
• Dealing with the payment and processing of invoices via the electronic SAP system.
• Monitoring team budget; producing monthly and quarterly financial and budget reports relating to team budget spend and liaising with accounts and external counsel for the data.
• Ensure smooth operation of office equipment – printers, photocopiers, scanners etc. and reporting faults as necessary.
• Produce bi-weekly checklist by collating brand updates from all Lawyers.
• Updating the digital and data protection work tracker on a weekly basis and digital team updates on a monthly basis.
• If French speaking - translation of documents from French to English and vice versa.
• You may be required to undertake such further duties as your skills, qualifications and experience allow and/or as may be assigned to you by the Company from time to time.

Technical skills / abilities / including languages (if applicable)

• Advanced experience of Microsoft Office software, i.e. Word, Excel, PowerPoint in a Microsoft environment
• Attention to detail
• Reliable and trustworthy
• Ability to work well under pressure and tight deadlines
• French speaker would be advantageous
• Experience with SAP invoicing system would be advantageous
• Ability to use initiative and work consistently without close supervision
• Good team player and ability to develop effective working relationships across the department

Matchstick is a leading London recruitment consultancy. We specialise in the supply of EAs, PAs, Team Assistants, Office Managers, Administrators and Receptionists on a permanent, temporary and contract basis, across all industry sectors throughout London. We receive a high volume of applications, so we may be unable to respond to all applicants.